Secretary/Receptionist

Job Description

 

OPEN TO:                 All Interested Candidates

POSITION:               Secretary/Receptionist

OPENING DATE:    December 24, 2015

CLOSING DATE:     January 7, 2016

WORK HOURS:      Full-time (40 hours/week)

SALARY:                 Ordinarily Resident (OR): FSN-5 Starting Salary – 6,728.00 USD per year

Not-Ordinarily Resident (NOR): FP-9* Starting Salary – 32,498 USD per year

*Final grade/step for NORs will be determined by Washington.

ALL ORDINARILY RESIDENT (OR) APPLICANTS (See Appendix A for definition) MUST HAVE THE REQUIRED WORK AND/OR RESIDENCY PERMITS TO BE ELIGIBLE FOR CONSIDERATION.

The U.S. Mission in Addis Ababa is seeking eligible and qualified applicants for the position of Secretary/Receptionist in the Centers for Disease Control and Prevention Office in Ethiopia.

 

BASIC FUNCTION OF POSITION

Under the general supervision of the Administrative Manager, the incumbent handles the reception, secretarial and reproduction duties for the CDC-Ethiopia office.  Conduct routine administrative and clerical tasks, as assigned by Administrative Manager.  Ensure that all visitors are greeted promptly and directed to the appropriate office and/or personnel. Ensure that presence in reception area at all times to greet visitors and answer telephone calls. Screens telephone calls, letters and/or visitors and answers routine questions and correspondence not requiring supervisor’s attention. Provide secretarial support to project staff members by making appointments upon request, handling conference room reservations, photocopying, placing telephone calls and receiving telephone messages. Handles secretarial duties for CDC-Ethiopia staff.

QUALIFICATIONS REQUIRED

Applicants must address each required qualification listed below with specific and comprehensive information supporting each item. Failure to do so may result in a determination that the applicant is not qualified.

 

1. Education:  Completion of secondary school is required.


2. Experience:  A minimum of two years of receptionist, secretarial, clerical or reproduction experience is required.


3. Language: Level III (Good Working Knowledge – speaking/reading/writing) in English and Amharic is required. English Language proficiency will be tested.


4. Skills and Abilities: Some computer experience and knowledge of Microsoft Outlook, Microsoft Office and Internet Explorer is required. Ability to tactfully interact with public in person and by phone required. Must be able to operate and troubleshoot office machines such as telephone systems, photocopiers, scanners and fax machines. Must be able to type 40 wpm. Ability to plan and schedule work to meet deadlines.

 

1. Job Knowledge: General knowledge of business principles, concepts and methodology involved in administering documents, providing telephone service and other aspects of an office environment is required.  General knowledge of CDC’s mission and goals; knowledge of the organization’s structure and operations; knowledge of personnel locations to direct visitors. Moderate knowledge of operation and correspondence procedures of Embassy and other USG agencies is required.

 

FOR FURTHER INFORMATION: The complete position description listing all of the duties and responsibilities may be obtained by E-Mail: HROaddisababa@state.gov or by Phone: 251-11-130-60-00 Ext: 6383.

 

SELECTION PROCESS

 

When qualified, applicants who are U.S. Citizen Eligible Family Members (USEFMs) and/or preference-eligible U.S. Veterans are given a preference in hiring.  Therefore, it is essential that these applicants make themselves known as having a hiring preference and specifically address the required qualifications above in their application.

 

HIRING PREFERENCE ORDER:

 

1. USEFM who is ALSO a preference-eligible U.S. Veteran


2. USEFM OR a preference-eligible U.S. Veteran


3. FS on LWOP

 

 

ADDITIONAL SELECTION CRITERIA

 

1. Management may consider the following when determining successful candidacy: nepotism, conflicts of interest, budget, and residency status.

 

2. Current OR employees serving a probationary period are not eligible to apply. Current OR employees with an Overall Summary Rating of Needs Improvement or Unsatisfactory on their most recent Employee Performance Report (EPR) are not eligible to apply.

 

3. Current NOR employees hired on a Family Member Appointment (FMA) or a Personal Service Agreement (PSA) are not eligible to apply within the first 90 calendar days of their employment, unless they have a When Actually Employed (WAE) work schedule.

4. The candidate must be able to obtain and hold a security clearance.

 

Closing date: Jan 07, 2016

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How to Apply

Applicants must submit the following documents to be considered:   

1. Universal Application for Employment (UAE) (Form DS-174), which is available on our website or by contacting Human Resources. (See “For Further Information” above); and

2. Any additional documentation that supports or addresses the requirements listed above (e.g. transcripts, degrees, etc.)

 

IMPORTANT: Applicants claiming a U.S. Veterans preference must submit written documentation confirming eligibility (e.g. Member Copy 4 of Form DD-214, letter from the Veteran’s Administration, or certification documenting eligibility under VOW Act with an expected discharge no later than 120 days after the certification is submitted) by the closing date of the vacancy announcement. If the written documentation confirming eligibility is not received in the HR office by the closing date of the vacancy announcement, the U.S. Veteran’s preference will not be considered in the application process. Specific criteria for receiving a U.S. Veteran’s preference may be found in HR/OE’s Family Member Employment Policy (FMEP)

WHERE TO APPLY: U.S. Embassy Human Resources Office P.O. Box: 1014 Addis Ababa, Ethiopia Preferred method of sending applications is by email. E-Mail: HROaddisababa@state.gov

POINT OF CONTACT Human Resources Office Telephone: 251-11-130-60-00, Ext. 6383 E-Mail: HROaddisababa@state.gov FAX: 251-11-124-24-03

EQUAL EMPLOYMENT OPPORTUNITY:  The U.S. Mission provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation, marital status, or sexual orientation.  The Department of State also strives to achieve equal employment opportunity in all personnel operations through continuing diversity enhancement programs.  The EEO complaint procedure is not available to individuals who believe they have been denied equal opportunity based upon marital status or political affiliation.  Individuals with such complaints should avail themselves of the appropriate grievance procedures, remedies for prohibited personnel practices, and/or courts for relief.

 

Job Categories: Admin, Secretarial and Clerical Jobs. Job Types: Full-Time. Job expires in 30 days.

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